ProWeb: Roles & Permissions

In TaxSlayer ProWeb, you can control what each of your preparers are allowed to do by assigning them a Role. Roles are configured in the Roles & Permissions menu under the Configuration menu.

Each Role has nearly five dozen permissions you can set, giving you the flexibility to create multiple Roles that can be easily changed and assigned as needed.

Permissions are given using either sliders or check boxes. Sliders are used to provide access to certain menus in your ProWeb office, while check boxes are used to provide access to other aspects of the program.

Caveats

• If one or more permissions on a Role is changed, the changes will take effect for a preparer assigned that Role on their next login.
• A preparer not assigned a Role is the equivalent of being assigned a Role with all permissions granted. Thus, the office owner does not need to assign themselves a Role.

Creating a New Role

To create a new Role, click the + NEW ROLE button and give the role a name, e.g., "Manager" or "Return Preparer". Then, click one of the three buttons to indicate how you'd like to have the permissions for the role initially set up:

• New Role - With this option, the Role is created with all permissions given. You can then remove permissions as needed.
• Copy from an existing Role - With this option, you'll choose an already-existing Role to set the initial permissions. (Using this method saves time if you're fine-tuning roles and only need to make a few changes.)
• Copy from Template - ProWeb comes with four templates with varying predefined permissions titled Admin, Manager, Preparer, and Limited Preparer, with Admin having all permissions and Limited Preparer having the fewest permissions.

No matter which method is used to initially create a Role, you can edit the Role's permissions as needed.

Saving your work

Assigning Permissions

Once you have created a Role (or selected to edit a Role), you arrive at the Permissions window. Above the list of permissions are two check boxes to take note of:

• Default Role - Click this box to make this Role the default Role initially assigned to a newly added preparer. (A preparer's Role can always be subsequently changed as desired.)

• Select All - If this box is a dash or is blank, click it to enable all permissions. If it's checked, click it to remove all permissions.

Here are the Permissions you can set for each Role.

Tax Returns

• Create new tax returns
  If unchecked, the preparer cannot create a new tax return.
• Open and Edit tax returns
  If unchecked, the preparer cannot open and edit a tax return.
• Delete tax return notes
  If unchecked, the preparer cannot delete notes entered on a return.
• Set tax return passwords
  If unchecked, the preparer cannot set a password to restrict access to a return, i.e., they won't see "Privacy Settings" available in the Tools menu.
• View Full taxpayer SSNs
  If unchecked, the first five digits of the taxpayer Social Security Number is masked with Xs.
• Email tax returns
  If unchecked, the preparer will not see the option to email in the E-file section of the return.
• Print tax returns
  If unchecked, the preparer will not see in the Client List the option to print a return. They also won't be able to print within the return at the Tax Return Summary or Print Results pages.
• Transmit tax returns to the IRS
  If unchecked, the preparer cannot transmit a return to the IRS.
• Mark returns Ready to Review
  If unchecked, the preparer cannot mark a return for review on the E-file page.
• Review other preparers' returns
  If unchecked, the preparer will not see Review Returns option on the Main Menu.
• Bypass marking for Review
  If unchecked, the program will force every return the preparer creates into review upon saving.
• Revert returns back to In Progress
  If unchecked, the preparer cannot change a return's completion status.
• Mark returns Complete
  If unchecked, the preparer will not be able to mark a return complete.
• Mark returns Imperfect
  If unchecked, the preparer will not see the option to mark a return imperfect. (See here for more information.)
• Deactivate returns
  If unchecked, the preparer cannot deactivate a return (via the Tools menu on the Client List).

Client List

• Access Client List (current year)
  If unchecked, the preparer will not be able to view the Client List for the current year.
• Access Client List (previous years)
  If unchecked, the preparer will not see the Client List in a prior year.
• View Client Status
  If unchecked, the preparer will not see Client Status in the left-side menu.
• View Refund Status on Client List
  If unchecked, the preparer cannot see a return's refund status.
• Limited Users can view Accepted returns in Client List
  If unchecked, the preparer will not see accepted returns on the Client List.
• Access Accepted returns in Client List
  If unchecked, the preparer cannot open an accepted return. (Can be viewed.)
• Access TaxesToGo Client List
  If unchecked, the preparer won't be able to access returns in the branded TaxesToGo queue.

Group Users

• Access Offices
  If unchecked, the preparer will not have access to additional offices in the group.

Documents

• Clear signatures
  If unchecked, the preparer cannot clear signatures collected on a return.
• Access scanned documents
  If unchecked, the preparer cannot access scanned documents in the Tools menu in the Client List.
• Delete scanned documents
  If unchecked, the preparer cannot delete any scanned documents in the office.

Reporting

• Edit Reports List
  If unchecked, the preparer will not see the Report Customization menu in the Configuration menu.

Fees

• Edit default Minimum Preparer Fee
  If unchecked, the preparer cannot alter the minimum prep fee in the Fees setup menu.
• Edit default Maximum Preparer Fee
  If unchecked, the preparer cannot alter the maximum prep fee in the Fees setup menu.
• Override Electronic Filing Fee during E-File
  If unchecked, the preparer cannot edit any fees in the E-file section of the return.
• Override Minimum Preparer Fee during E-File
  If unchecked, the preparer cannot override the minimum prep fee in the E-file section of a return.
• Override Maximum Preparer Fee during E-File
  If unchecked, the preparer cannot override the maximum prep fee in the E-file section of a return.
• Override Calculated Preparer Fee during E-File
  If unchecked, the preparer cannot alter the preparer fee in the E-file section of any return.

Preparers

• Assign Roles to users
  If unchecked, the preparer will not be able to change or create Roles.
• Change the Preparer assigned to a tax return
  If unchecked, the preparer cannot edit preparer information in the E-file section of a return.

Notifications

• Dismiss Message Center notifications
  If unchecked, the preparer will see the Main Menu Notifications as read-only.

Client Apps

• Send Customer Portal invites
  If unchecked, the preparer cannot see or use the Customer Portal app in the program.
• Import returns from Desktop
  If unchecked, the preparer will not see Import Desktop Returns on the Main Menu.
• Import returns from TaxesToGo
  If unchecked, the preparer will not see Import App Users on the Main Menu.
• View client App Chat History
  If checked, the preparer cannot see the chat history for the customer portal. 
• Import returns from eAPI
  Applicable to a few offices only.

Premium Apps

• Access PrepCheck AI Chat
  If unchecked, the preparer will not see PrepCheck in the left side menu.

Menus This Role Can Access

In ProWeb, while many menus are available to everyone, certain menus can be restricted. When setting up a Role, permission to access certain program menus is provided through the use of sliders. When permission is not given in a Role, the menu won't display for the preparer who's been assigned that Role.

Two buttons are provided to give or withhold permission to access all of the menus that can be restricted:

ALL ONALL OFF

Otherwise, you can selectively give or withhold permission to see and access these menus:

• Configuration Menu - The entire Configuration menu. (If the office owner is assigning themselves a Role, they should take care not to disable this in their Role!)

• Office Setup
• ERO Setup
• Preparer Setup
• Fees Setup
• Custom Fees and Discounts
• Roles & Permissions
• Question Templates
• Taxpayer Profiles
• Consent Forms
• Print Sets
• Tags
• IP Whitelist
• Custom Credits

• Reports - The Reports menu on the Welcome Page.
• Print Checks - On the Welcome page, this is the link to the website for the bank whose products you are offering.

Note: Roles limit what preparers can do or menus they can access. Restricted menus and program features will not show on the preparer's view of the program. Sometimes a preparer calls Pro Support for help because their access has been restricted, but the office owner is the one they need to speak with to have a setting in their Role changed. Pro Support agents cannot alter Roles unless they are assisting the office owner.